Recording Activity Attendees

Professional Version Only


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With MemberTies Professional, you can keep track of all members who attend an activity, the role they played, and their attendance status, and whether the brought any guests. This makes it easy to track things like "who was the host", "who declined to attend", "who tended the bar", etc.  The combination of member name, role, and status lets you easily track the people involved.

The count of attendees and guests is displayed on the tab and is be updated each time you add or delete attendees.

Note: If you are creating a new activity record, the activity must be saved first (click Apply) before you can access this tab.

Note: This help topic explains how to add attendees from the Activity record itself.  You may also add multiple members to an activity directly from the Membership List. See Adding Members to an Activity for details.

Adding an Attendee

1Choose File > Workspace > Activity List.
2When the Activity List appears, either click the Add or Open toolbar button to either create or open an activity. See Working with Activities if you haven't created an activity yet.
3Once the Details window for the record opens, choose the Attendance tab.
4Click Add. Since attendees must already exist in the database, a Search window appears.
5Use the search window to find the desired attendees. Each time you search for members, the results of the search will be added to the results list on the search window.  To keep from clearing the results with every search, select the "Append" checkbox located beneath the Search button.
6Choose one or more members in the Results list, then click Select to assign them to the activity. Each record will be assigned the default Role (if a default exists) and default Status automatically (note that you can supply this information using the "Additional Information" tab on the search window if you wish, though it will be applied to all selected members).
7After the new members appear on the Attendance list, you can open and edit them individually or as a group to assign role, status, etc. See below for details.

Changing Attendee Details

1Choose File > Workspace > Activity List.
2Select the activity you want to change, then choose File > Open Activity, or click the Open toolbar button. This will open the Details window for the record.
3Choose the Attendance tab.

 

 The attendance tab includes several counts for quick reference. In this example, "5 (6,4,1)" is shorthand for "5 valid attendees (6 members are listed, 4 of which are in attendance based on their attendance status, 1 guest).

4Select one or more records to modify, then click Open.  Note that by choosing multiple records, all changes will be applied to all selected records.
5The following fields are available:

 Role - This dropdown contains all Activity Roles currently defined in the database. See Maintaining Activity Roles for information.

 Status - This dropdown contains all Attendance Statuses currently defined in the database. See Maintaining Attendance Statuses for more information. The attendance status is required.

 Start Date - This date represents the date and time the attendance starts

 End Date -  This date represents the date and time the attendance ends

 Sponsor - An optional sponsoring member for the attendee.  Use the Choose Sponsor and Remove Sponsor icons next to the field to change the selection.

 Comments - This is a freeform text field for additional details.

 Guest List - Shows a record for each guest recorded for the attendee. There are two ways to add a guest:

 

If all you care about is the count of guests, click the Quick Guest button and enter the number of guests.  A placeholder guest record will be created automatically for each guest. A guest added in this manner will display "No Name Available" for the Guest Name.
If you want to enter the name or address of the guest, click the Add icon below the guest list, and add a detailed guest record.

 Income & Expenses - Shows a record for each income or expense entry associated with the attendee.

 

 Any posting added here will automatically be tied to the current attendee (as opposed to adding postings at the activity level, when you have the option of assigning it to an attendee).

Deleting an Attendee

When an attendee is deleted, any guest record or income/expense record tied to that attendee is also deleted.

1Choose File > Workspace > Activity List.
2Select the activity you want to change, then choose File > Open Activity, or click the Open toolbar button. This will open the Details window for the record.
3Choose the Attendees tab.
4Select one or more records, then click Delete.
5Confirm the deletion.